The Child Care Subsidy for Graduate Students aims to help graduate student parents with the costs of child care for children ages 0-6. The subsidy award provides eligible graduate students with up to $5,000 a year, per child (up to 3 children), per household.
Child Care Subsidy
Calendar year 2023: Application is due October 21, 2022. Applications received after the deadline will only be accepted if funds have not been exhausted.
Graduate student parents eligible for the subsidy:
- Are enrolled in a degree program at least half-time.
- Have a legal dependent between the ages of 0 to 6 for whom they are financially responsible in the upcoming year.
- Had a total household adjusted gross income of less than or equal to $100,000 in calendar year 2021.
- Are unmarried, or have a spouse who meets one of the criteria below:
a) Employed at least part-time
b) A full-time student
c) Considered legally disabled
d) Unemployed, but actively seeking employment
Graduate students who become parents or matriculate mid-year are eligible to apply for the current year subsidy once their child is enrolled in child care.
How to Apply
Eligible graduate students should submit complete applications as soon as they become eligible to University Human Resources at firstname.lastname@example.org (please send securely via Virtru).
Eligible graduate student parents are strongly encouraged to submit their materials by the October deadline, allowing time for application review, award notification, and award processing.
Graduate students who apply after January 1 may have their awards prorated, depending on when their application is received (e.g. a student applying in April will receive a prorated award for April - December). Please note that students matriculating in September who are awarded a Child Care Subsidy for the current year will receive a prorated award covering only the months they are active, eligible students (e.g. September - December if they apply in September, October - December if they apply in October, etc).
Subsidy applications must include the following components:
- Completed Application Form
- Supporting documents:
1) The first two pages of your IRS form 1040 from the prior year and the first two pages of form 1040 for your spouse if filed separately.
2) A copy of a birth certificate or certificate of adoption for the child(ren) receiving the subsidy.
3) Work visa, if applicable, for a spouse who is unemployed but actively seeking employment.
Subsidy Award Disbursements
The child care subsidy is disbursed by check, either issued electronically, as an addition to stipend checks, or issued as a physical check sent to your campus box (if you are not set up for electronic payments). To be sure, please check with Payroll if you have questions. It is recommended that students set up direct deposit to avoid any delay in receiving a payment.
For students receiving a subsidy for the full calendar year, the subsidy is disbursed in two installments: the first in January and the second in September. Students who are awarded a subsidy after the start of the annual cycle may receive one or two payments, which may be prorated, depending on when their application is received.
Brown University’s child care subsidy helps you pay for your child’s care expenses by granting awards of up to $5,000 a year, per child (up to 3 children), per household. The subsidy covers child care for dependents between the ages of 0 to 6. This subsidy helps you explore options and find creative solutions to some of the child care challenges you may face.
You are eligible if you meet the following criteria:
- You are a graduate student enrolled in a degree program at least half-time.
- You are unmarried or, have a spouse who is:
a) Employed at least part-time or
b) A full-time student or
c) Considered legally disabled or
d) Unemployed but actively seeking employment. Your spouse must have legal work authorization to work in the United States. If applicable or in some circumstances, a work visa is required and must be attached as documentation.
- You have a total household adjusted gross income of less than or equal to $100,000 per year as shown on your previous year’s 1040.
- You have a child between the ages of 0 to 6 who is your legal dependent (as defined by IRS regulations), and for whom you are financially responsible in the upcoming year
If both parents are employees or students at Brown, only one parent can submit for a subsidy award.
Incurred child care expenses are considered eligible expenses if they allow you and your spouse to work or look for work. If your spouse is unemployed at the time you expect to receive the subsidy, you will be required to provide a projection of income for the upcoming year if they are actively seeking employment. This amount can be based on the previous year’s tax return or an estimation of salary of their given profession. Spouses who are looking for work must have legal work authorization to work in the United States. If your spouse remains unemployed throughout the year, and doesn’t meet one of the other exceptions/conditions (is disabled or a full-time student), you will be ineligible for the subsidy funds.
Graduate students with dependents are asked to complete and submit a child care subsidy application and supporting documentation by the October deadline. Applications after this date will still be reviewed on a rolling basis. Students are strongly encouraged to submit complete applications by October to allow time for application review and award processing.
Applications are not complete until all required documentation is included with your application and the package is submitted to University Human Resources at email@example.com (please send securely via Virtu). Incomplete applications, including any with missing documentation, will not be considered for the subsidy.
Graduate students who become parents after the October call for subsidy applications and meet the subsidy eligibility criteria should apply as soon as their child is enrolled in child care.
No. The child must be born or adopted, as well as enrolled in child care at the time of application.
- The first two pages of your IRS form 1040 from the prior year and the first two pages of form 1040 for your spouse if filed separately.
- A copy of a birth certificate or certificate of adoption for the child receiving the subsidy.
- Work visa, if applicable, for a spouse who is unemployed but actively seeking employment.
To estimate your cost of care for the award year, review the child care expenses you had over the last 12 months. If you anticipate a change in the amount or type of care you used, adjust your estimates accordingly. If you anticipate a change in day care costs as a result of a rate increase/decrease and/or a change in your child care provider, adjust your estimates accordingly.
Once an application has been received, it is then reviewed to ensure that the applicant, co-applicant and child meet the eligibility criteria.
Students whose household income is less than or equal to $100,000 may receive up to $5,000 per child (up to 3 children), yearly, if they meet the eligibility criteria each year. Graduate students must reapply for a subsidy award each year they are eligible. Subsidy amounts may also differ yearly if:
- the eligible student experiences changes in household income or spousal employment status that would then make them ineligible.
- the eligible student’s child’s age is such that they are no longer eligible for subsidy. (Support is for children 0 to 6).
- the eligible student applies for a subsidy award after the new calendar year has begun (January-December) because the student became a parent and/or enrolled their dependent in child care at that time. In this case, the award amount may be reduced based on the time the complete application was received.
- the graduate student completes degree requirements and is no longer enrolled as a student. For example, graduate students who have completed degree requirements mid-Spring semester and are conferred their degrees at May Commencement should only expect to receive the January installment. They will not receive the subsequent September installment.
Yes. The maximum amount of subsidy funding that any household may receive is $5,000 per year, per child (up to 3 children).
An email will be sent to the email address provided on your application.
No, awards will be issued directly to graduate students.
You will receive a taxable check in January and September. Your award will be added to your January and September paychecks. If you do not receive a paycheck, a check will be mailed to your campus box. If you are unsure about your campus box, please contact Payroll at 863-2361.
Taxes will be withheld from your check and reported on your W-2.
Any balance you have left in award money that was received, must be paid back to Brown University.
Please contact Brown University Human Resources at 401-863-2009 or email firstname.lastname@example.org with any questions about the child care subsidy.